SENIOR ADMINISTRATIVE ASSISTANT, LEVEL 3 3113

SENIOR ADMINISTRATIVE ASSISTANT, LEVEL 3

TORP 3113

ABOUT US:

Laredo Technical Services, Inc. provides staffing services to federal Government agencies all over the world. LTSI connects the right people to the right opportunity. With our experience in placing our Team Members throughout the United States and overseas, we excel at providing experienced, professional personnel for a wide range of Professional and Office Administration as well as Medical services. Our goal is to provide the highest quality of professionals in the industry.

LTSI’s culture delivers a strong work ethic while going above and beyond with a sense of urgency. We are the employee-driven company. We strive for excellence every day, which is what sets us apart from all the other government candidates. Our strong work ethic, sense of urgency and commitment to going above and beyond for our clients is what we value most!

As a Certified Service-Disabled Veteran Owned Small Business (SDVOSB) Minority Business Enterprise (MBE) that provides a broad range of administrative, project management, and medical staffing support services, we are also honored to be a Member of the Military Spouse Employment Partnership (MSEP), and we encourage military spouses to apply for any of our positions for which they feel they are qualified.

JOB TITLE: Senior Administrative Assistant, Level 3, 3106

ORGANIZATION: National Institute of Allergy and Infectious Diseases (NIAID)

Office of the Director (OD)

Office of Science Management and Operations (OSMO)

Office of Data Science and Emerging Technologies (ODSET)

5601 Fishers Lane

Rockville, MD 20892

OPERATIONAL HOURS:  8:30 am – 5:00 pm

OBJECTIVES:  Candidate will independently provide support services to satisfy the overall operational objectives of the National Institute of Allergy and Infectious Diseases. The primary objective is to provide services and deliverables through performance of support services.

SCOPE:

The following tasks are within the Labor Category Description for Admin Level III. The candidate will have a wide range of responsibilities and will:

• Coordinate day-to-day office operations and provide administrative support for ODSET Director and staff, including scheduling, answering phones, greeting visitors, organizing, and prioritizing tasks and responding to written communications.
• Coordinate meeting calendar for ODSET Director.
• Assist the ODSET Director in coordinating issues related to the staff and resources of the office.
• Process and schedule conference room requests; maintain the electronic calendars for OCICB conference room.
• Assist with the preparation of documents including travel, timekeeping, work orders, acquisitions, training requests, mobile device orders, telecommunication orders, etc. for assigned program areas for completeness and compliance with policies and procedures. Utilize NIH automated systems for processing administrative documents.
• Complete special projects for ODSET senior staff, which may require researching readily available resources or entering information into government systems/databases (e.g., SharePoint).
• Demonstrate competencies in multi-tasking, prioritizing, critical thinking and oversight coordination of multiple simultaneous complex projects.
• Coordinate communications among staff to facilitate the efficient flow of information related to projects and program activities, including tracking, and recording incoming and outgoing documents. Coordinate office-related meetings including preparing agendas and/or handouts, handling logistics as requested.
• Assist in maintaining records (time, travel, and training expenditures) for ODSET’s ORISE/Data Science Fellows.
• Prepare or provide program assistance with preparation of routine procurement documents. Initiate orders for office supplies, equipment, and services, obtain quotes, write justifications, obtain clearances, etc.
• Review acquisition requests for proper documentation, justifications, quotes, etc. and compliance with policies and regulations. Research and track orders to ensure timely delivery.
• Assist in the resolution of unpaid invoices by researching missing and incomplete orders. Notate appropriate receiving information on invoice or requisition, maintain and distribute copies to AO or purchasing agent after receipt of goods and services. Enter receiving of goods and services into AMBIS within 7 days of stamped receiving date.
• Coordinate with Administrative Officers and Technicians, program staff, and Office of Cyber Infrastructure and Computational Biology for computer hardware, software, and peripheral procurement and process all necessary procurement documentation.
• Coordinate with Administrative Officers and Technicians, program staff, and Office of Research Operations for office and lab renovations and relocations and process all necessary documentation.
• Prepare and create travel authorizations and vouchers using Concur Government
• Edition (CGE), the NIH travel system. Provide all the required and completed travel documents to the Administrative Officer in compliance with NIAID and NIH travel policies.
• Maintain work files and related communication in shared files or on the SharePoint site. Generate and maintain tracking and supporting documents of renewable service agreements, such as maintenance agreements, software licenses, subscriptions, etc. for assigned program areas.
• Assist with the management and inventorying of assigned program’s government owned property including securing property passes, maintaining logs, locating equipment, confirming decal numbers, researching status of items, etc. Maintain an inventory of all centrally used supplies and replenish stock, as necessary. Ensure adequate paper and ink supply daily in copies and fax machines.
• Provide controlled correspondence support including creating file folders, making and collating copies, etc.
• Provide additional administrative-related project support.
• Assist with the onboarding of new staff members and candidates by coordinating phone lines, space, setting up equipment, and providing access to the necessary systems. Coordinate building information as well.

Candidate should be knowledgeable in the operation of office equipment (computers, copiers, fax machines, labelers, etc.) to scan, file and/or store both electronic and paper documents for future reference. In addition, he/she should be proficient in Microsoft applications (Word, Excel, Power Point, etc.) and Share Point.

QUALIFICATIONS:

• A college degree or a high school diploma, GED, is required and four (4) years related work experience.
• Strong communication skills, both oral and written.
• Ability to transcribe and edit documents.
• Attention-to-detail; organizational and time management skills.
• Ability to work independently and in a collaborative team environment consisting of a diverse population.
• Proficient in Microsoft Applications (Word, Excel, PowerPoint, Outlook, etc.)
• Proficiency in Share Point is preferred.

POSITION TIMING: Upon Contract Award

BENEFITS: Health, Dental and Vision, 401(k), Vacation, Sick Leave, and 11 Paid Federal Holidays including:

• New Year’s Day
• Martin Luther King, Jr. Day
• Presidents Birthday
• Memorial Day
• Juneteenth
• Independence Day
• Labor Day
• Columbus Day
• Veterans Day
• Thanksgiving Day
• Christmas Day

This is an overview of the position. For a complete Job Description, please send a request to HR@laredotechnical.com.

Laredo Technical Services, Inc. (LTSi) provides equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability, or status as a veteran in accordance with applicable federal laws. LTSi also complies with applicable state and local laws governing nondiscrimination in employment in every location its employees are working. This policy applies to all terms and conditions of employment, including, but not limited to hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training. LTSi is an Equal Opportunity/Affirmative Action Employer.